Exhibitor and Sponsor Policies
Application and eligibility. Application for booth space must be made online through MSSA’s website. The purpose of the expo hall is to display and demonstrate products and services that are beneficial to individuals working in the health and human services field. MSSA shall determine the appropriateness of any company, product or service requesting to exhibit.
Payment and refunds. Payments are required at the time of application. No space assignments will be made or sponsor opportunities reserved until payment is made in full. Cancellations submitted in writing prior to January 15 will be refunded minus a $50 processing fee, no refunds will be given for cancellations after January 15.
Education Session Attendance. Exhibitors and Sponsors must be registered for the conference to attend sessions including the general session/keynote. Premium and Enhanced exhibit packages include some complimentary registrations. Additional registrations can be purchased at prevailing rates for all exhibit levels. If exhibitors attend sessions without registering, their organization will be invoiced the onsite registration fee per person.
Shipping. Exhibitors must arrange their own shipping to the hotel with storage and shipping fees the responsibility of the exhibitor. Located within the hotel, the UPS Store Business Center handles all incoming/outgoing packages and freight. Hours: Monday-Friday, 8:00 am to 5:00 pm. Phone: 612-335-6295. UPS/Hotel shipping instructions.
Expo Placement. On a first come, first served basis MSSA will assign booth space based on the exhibitors specified top 3 choices. MSSA reserves the right to make the final decision on all space assignments in the best interest of the conference and its participants. Exhibit sharing, piggybacking or any other form of subletting space is prohibited. MSSA will make every effort to avoid conflicting space assignments with competitors where known conflicts exist.
Marketing. Exhibitors and Sponsors grant permission to MSSA to use their name/logo in marketing promoting the conference and expo. Application and payment must be received by February 3, 2020 to be included in the program book.
Move-in and Move-out. Booth materials must be set-up by Wednesday at 12:00 pm when the expo hall opens. If not set-up by this time, MSSA reserves the right to use, resell or reassign the space. All exhibitors are expected to exhibit during all hours’ exhibits are open. No exhibits will be allowed to dismantle and move out before 1:00 pm Friday without special prior permission from MSSA staff. All exhibits must be removed no later than 3:30 pm Central the last day of the conference.
Arrangement of Exhibits. Exhibits must be contained within the assigned exhibit space in such a way that they do not interfere with other exhibitors’ displays or violate fire lanes as approved by the Fire Marshall. Display materials cannot exceed a maximum height of 8 feet from the floor. For oversized and basic booth packages only table top displays are allowed. All displays, signs, flyers, distribution of literature/materials and all other activities must take place inside the contracted exhibit space only. No signs, banners or displays may be displayed in any other part of the hotel. MSSA reserves the right to reject or require on-site modifications of any display that, under MSSA’s sole discretion, is not in keeping with the character of the MSSA exhibition or is in violation of the “good neighbor” policy. MSSA also reserves the right to remove promotional materials from the show floor that are deemed objectionable. Exhibitors should not leave valuable items unattended in the exhibit area.
Sales of products or services. Goods or services may not be sold from the Exhibits; however, orders may be taken.
Internet and Electricity. A basic wireless internet connection is available to exhibitors through PSAV at the Hilton Minneapolis and must be ordered through PSAV by completing/returning an Internet Request Form. Electricity is included with Premium and Enhanced exhibit packages and is available for purchase for Oversized and Basic exhibitors through MSSA for $200. Additional fees may apply to day-of service orders for electrical or internet.
Responsibility Clause for Exhibits. Exhibitor assumes responsibility and agrees to indemnify, defend and hold harmless Hotel, Hilton Worldwide, Inc., and the Hotel’s Owner, and their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), and MSSA from and against any claims or expenses arising out of the use of the exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity in this Responsibility Clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and MSSA shall be named as additional insureds on such policy, and Exhibitor shall supply the hotel with Certificates of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither MSSA nor the Hotel Parties maintain insurance covering the exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
Contact Information. MSSA offices in the Association of Minnesota Counties (AMC) building. We share our current exhibit organization and email list with AMC only for the sole purpose of inviting exhibitors to their annual conference.